Our document scanning and archiving service converts bulky paper documents into a convenient, space-saving electronic archive.
Shredall SDS Group is a document scanning company with over 27 years’ experience in the industry. Our document scanning service is cost efficient, takes up very little space, and it makes organising and retrieving files quick and easy.
As document scanning and archiving specialists, Shredall SDS Group provides comprehensive electronic archiving solutions for a wide range of public and private-sector organisations. Our scanning bureau is equipped with the latest industry-leading scanning equipment, which produces clear, high-quality digital reproductions of your documents. Our document management software then lets you retrieve files in seconds.
We offer a range of different document scanning services to suit your needs, whether you need to scan your documents on demand or bulk scan lots of documents at once. We also cater to different industries, including legal document scanning and medical organisations, including those in the NHS.
Why choose our Document Scanning Service?
A secure service you can trust
Our document scanning procedure ensures complete confidentiality and security. Our sites are protected by 24-hour CCTV and an intruder alarm system linked to local police services. All of our staff are DBS checked and have passed BS7858:2012 background screening.
Enjoy total control
Our SDS Document Management Software is a cloud-based document management system that makes it easy to create, access and share your scanned documents from any device, meaning you’ll always have access to your documents when you need it.
How our document scanning works
1. Collection
We collect documents from your site and transport them to our secure depot to be converted into digital files. If you need a file urgently at this point, we’ll locate it, scan it on demand and email it to you, or arrange to return the hard copy. Alternatively, 'SDS Box', our document management system lets you scan documents straight into our system from your site or office.
2. Preparation & scanning
To prepare the documents ready for scanning, we’ll remove staples and paperclips to avoid damage to the documents or machines, then organise the documents ready for scanning through our high-speed scanners.
3. Delivery
Once the documents have been scanned, digital files are returned via a password-protected disk, hard drive or securely hosted online, meaning you can access the information at any time, from anywhere in the world as part of our digital scanning service.
4. Archival or destruction
If required, we will safely destroy the original documents and issue a certificate of destruction. Alternatively, we will keep the original paper documents in our secure archive.
From the moment we collect your documents to the delivery of the digitised copies in your preferred format, you can rest assured that your data remains secure throughout the entire process.
A complete scanning service
With offices in Nottingham, London, Birmingham, Glasgow and Edinburgh, we can collect documents in their existing format from anywhere in the UK and run regular collection services from all of our nationwide locations. No matter where your organisation is based, our comprehensive document scanning services can support you.
No job is too large or small, simple or complex, we can scan large backlogs of documents and make them available online or via an external media device. Or you can scan paper records into the system from your own office using SDS Box, our secure document management software.
Whether you need archived documents to be scanned in bulk, or same-day scanning of new documents as part of your workflow, our experienced project team will work with you to meet your requirements and budget.
The benefits of document scanning
Document scanning offers numerous benefits that enhance business efficiency and data management.
- Increased Accessibility: Digital documents can be easily searched, retrieved, and shared, improving workflow efficiency and collaboration.
- Space Savings: Reducing the need for physical storage frees up office space and reduces associated costs.
- Enhanced Security: Digital documents can be encrypted, backed up, and access can be controlled, providing better protection against loss, theft, and unauthorised access.
Our range of document scanning services
And make sure to check out our latest service, the Digital Mailroom, which allows your company to automate all of your inbound and outbound mail with ease.
Document Scanning FAQs
Below, we’ve answered some of the most common questions that clients ask about our document scanning services. If you can’t find the answer you’re looking for here, don’t worry – just get in touch.
What sort of document scanning equipment do you use?
Whilst smaller scanning companies often rely on desktop scanners, we use the latest high-volume production scanners for faster, more efficient processing and significantly clearer, enhanced images.
Utilising state-of-the-art optical character recognition (OCR) technology, we’re able to extract data, barcodes or handwriting. Our image enhancement process also ensures unrivalled image quality, allowing us to remove speckles, hole punch marks and other unwanted features as standard.
For more information, take a look at our technology documentation.
Which types of documents do you scan?
Our equipment is capable of scanning documents of any size ranging from receipts right up to A0 pages. Types of paperwork we scan include general office documents, invoices and purchase orders, company accounts, surveys and questionnaires, name and address reply slips, coupons, cheques, receipts, courier documents, photographs and letters.
How can I access my files once they have been scanned?
We offer a comprehensive range of options when it comes to accessing your files as part of our digital scanning service, ensuring that the entire process is as easy and convenient as possible.
Once your documents have been scanned and converted into a digital format, you’ll be able to access them via email, online network server, USB drive, mailbox, secure FTP or direct to you (SMB or FTP).
Is it possible to scan in my own documents?
Yes – you can scan in your own documents using ‘SDS Box’ (our bespoke document management system). This platform allows you to scan documents straight into our system from your site or office, making it ideal for uploading important documentation in between scheduled collections.
How much does document scanning cost?
The price of document scanning depends on which service you opt for and how many files you need digitising. For large-scale, recurring projects, our bulk document scanning service is the most cost-effective option; if your business needs a smaller volume of documents scanning, we also offer a scan on-demand package that works on a pay-as-you-go basis.
To find out how much your document scanning project would cost, contact us today.
How long does the scanning process take?
The duration of the document scanning process depends on the volume and complexity of your documents. For small batches, it can take just a few days, while larger projects might require several weeks. We provide an estimated timeline after the initial free quote.
What happens to the physical documents after scanning?
After scanning, the physical documents can either be returned to you, securely stored with our document storage solutions, or shredded and securely disposed of. You can choose the option that best suits your needs and compliance requirements.
How do you ensure compliance?
Compliance is an important part of what we do at Shredall SDS Group. Our scanning service adheres to GDPR legislation, and we also have earned a number of accreditations that mean we meet the highest standards of compliance for our industry.
